Construction Field Office Admin

The Field Office Administrator is the central hub for all administrative, financial, and compliance operations at our construction project sites. This role supports multiple active projects and works closely with project managers, superintendents, subcontractors, and corporate departments to ensure smooth operations, accurate records, and timely deliverables.

We’re looking for someone who thrives in a fast‑paced environment, can keep multiple priorities moving at once, and understands the importance of accuracy, compliance, and clear communication in construction operations.

• Verify accuracy of billing data and revise any errors.
• Manage and process invoices, pay applications, and purchase orders with supporting documentation.
• Prepare and submit expense reports for project leadership.
• Administer certified payroll for field staff in compliance with federal, state, and project-specific requirements.
• Maintain detailed payroll records, including attendance, PTO, and overtime tracking.
• Process joint check agreements, sub‑tier billings, and stored materials billings, ensuring all requirements are met.
• Ensure all billing packages include proper lien waivers and insurance documentation in compliance with all States lien laws and contractual obligations.

• Prepare, review, and submit certified payroll reports, ensuring all documentation meets applicable prevailing wage laws.
• Maintain, archive, and file all job‑site documents including contracts, job submittals, equipment logs, PTSA’s, and trade partner daily reports.
• Compile complete and accurate project closeout documentation.
• Track and manage insurance certificates, lien waivers, and other compliance documents.
• Ensure familiarity with Texas lien laws and insurance requirements to maintain legal and contractual compliance.

• Serve as the primary liaison between the field team, corporate departments, subcontractors, and vendors to ensure smooth communication and document flow.
• Coordinate submission and collection of project documentation, including pay applications, compliance packages, lien waivers, and insurance certificates.
• Follow up with trade partners to obtain missing or corrected documents to meet billing and compliance deadlines.
• Support onboarding and credentialing for new employees, subcontractors, and vendor partners.
• Assist project teams with special administrative needs as they arise.

• Perform general receptionist duties, including greeting visitors, answering phones, and handling incoming mail and deliveries.
• Arrange travel for job‑site visitors and new or transferring employees as needed.
• Maintain appearance and cleanliness of office trailers; manage office supplies and reorder as needed.
• Coordinate catering and pick up meals for onsite meetings.

• Identify administrative bottlenecks and recommend process improvements.
• Leverage technology and project management tools to streamline reporting and recordkeeping.

• Experience in administrative support, preferably in construction or a similar project‑based industry.
• Strong organizational skills with the ability to manage competing priorities in a fast‑paced environment.
• Proficiency in Microsoft Office Suite; familiarity with Textura, Procore, and Vista preferred.
• Excellent communication and interpersonal skills.
• Knowledge of certified payroll, prevailing wage, Texas lien laws, lien waiver requirements, and construction compliance documentation required.

• High School Diploma, GED or equivalent.
• 1‑2 years of experience providing administrative support preferably in the Architecture/Engineering/Construction industry.
• Strong computer skills including knowledge of Excel, Word, MS Office Suite, Viewpoint, and Textura experience is helpful.
• Valid Drivers' License required.
• Slight Travel (10%‑15%).

Physical Demands and Working Environment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to…